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Overview

Beyond just scheduling, effective meeting coordination involves preparation, materials gathering, note-taking, and follow-up. Righthands ensure every meeting is productive and well-organized.

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Meeting Lifecycle Management

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Pre-Meeting Preparation

1

Agenda Creation

Drafts agendas based on meeting purpose and previous discussions
2

Materials Gathering

Compiles relevant documents, reports, and background information
3

Participant Briefing

Generates briefing notes for executives on attendees and topics
4

Logistics Confirmation

Verifies room bookings, video conference links, and any special requirements

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During Meeting Support

Real-time Notes

Capture key points and decisions as they happen

Action Item Tracking

Document who’s responsible for what and by when

Parking Lot Management

Track topics to revisit later without derailing the meeting

Time Management

Keep track of agenda timing and alert when running over

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Post-Meeting Follow-up

After meetings, Righthands:
  • Generate meeting summaries and distribute to attendees
  • Create calendar reminders for action items
  • Schedule follow-up meetings if needed
  • File meeting notes and materials in appropriate locations

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Common Use Cases

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Board Meeting Preparation

"Prepare materials for next week's board meeting. Topic is Q4 results
and 2024 planning. Last board meeting was 3 months ago."

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Recurring Team Meeting Management

For weekly team meetings, Righthand can:
Create consistent agenda templates with rotating topics
Carry forward incomplete items and flag overdue tasks
Gather status updates from team members before the meeting
Send formatted notes to all attendees within an hour of meeting end

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Client Meeting Coordination

Special considerations for external meetings:
1

Research Attendees

Righthand can compile background on client attendees: roles, LinkedIn profiles, recent company news
2

Prepare Executive Briefing

Summary of relationship history, past meetings, and current engagement status
3

Coordinate Across Teams

Ensure relevant internal team members are prepared and aligned
4

Follow-up Materials

Draft thank-you notes and send any promised information

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Advanced Capabilities

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Meeting Pattern Analysis

Ask Righthand to analyze meeting effectiveness:
Example Queries
"Which recurring meetings have the lowest attendance?"
"How many meetings this month started late?"
"What percentage of action items from team meetings get completed on time?"

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Cross-Functional Coordination

For meetings involving multiple departments:
Ask Righthand to: “Create a coordination plan for the product launch meeting involving Engineering, Marketing, Sales, and Customer Success.”
Righthand will:
  • Identify key stakeholders from each department
  • Suggest agenda items relevant to each team
  • Draft pre-meeting questions to gather input
  • Create a RACI matrix for launch action items

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Meeting Templates by Type

Create optimized templates for different meeting types:
Meeting TypeKey ElementsTypical Duration
1:1 Check-inPersonal updates, feedback, blockers30 min
Project KickoffGoals, scope, team roles, timeline60 min
Decision MeetingBackground, options, decision criteria45 min
RetrospectiveWhat worked, what didn’t, action items60 min
All-HandsCompany updates, Q&A, celebrations30-60 min

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Integration Features

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Email Integration

  • Pull context from email threads for meeting background
  • Send meeting invites directly from email conversations
  • Automatically attach relevant email threads to meeting notes

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Calendar Integration

  • Block prep time before important meetings
  • Schedule follow-up time after meetings
  • Set reminders for pre-meeting material review

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Document Integration

  • Attach Google Docs/Slides to meeting invites
  • Create meeting folders with all relevant files
  • Version control meeting agendas and notes

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Best Practices

24-Hour Rule

Send agendas at least 24 hours before meetings

Action Item Clarity

Every action item needs an owner and due date

Time Boxing

Assign specific time allocations to agenda items

Same-Day Recap

Distribute meeting notes within 2 hours of meeting end

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Example Workflows

Scenario: Organize a 2-day executive team off-site
  1. Initial Planning (4-6 weeks out)
    • “Plan a 2-day executive off-site for Q1 strategic planning”
    • Righthand suggests venue options, draft agenda, and invites
  2. Material Preparation (2 weeks out)
    • Coordinate with each executive for their presentation topics
    • Compile pre-reads and send to participants
  3. Logistics Finalization (1 week out)
    • Confirm travel arrangements, hotel rooms, meals
    • Send detailed itinerary to all attendees
  4. Post-Event Follow-up (within 1 week)
    • Compile notes from all sessions
    • Create action item tracker with owners and deadlines
    • Schedule quarterly check-ins on strategic initiatives
Scenario: Urgent issue requires immediate executive response
  1. “Schedule an emergency meeting with executive team in the next 2 hours”
  2. Righthand finds the earliest time all can meet
  3. “Prepare a briefing document on [issue] using information from [source emails]”
  4. Righthand drafts situation summary and sends with meeting invite
  5. During meeting, track decisions and immediate action items
  6. Post-meeting, send summary and assignments within 30 minutes
For sensitive meetings (board, legal, HR), review all materials and notes carefully before distribution.